WebProcurement Card (P-Card) The P-Card Office provides administrative support for the Universitys Procurement Card program. 3.14 If a Task Order vendors contract stipulates unit pricing that is all inclusive (providing for, but not limited to labor and material within the unit cost) a Work Order may be issued to a Task Order Vendor for work greater than $5,000 and up to $20,000 for individual trades or general contractors, provided that any additional or miscellaneous costs not included in the unit pricing schedule, do not exceed $5,000. Qualified vendors are to receive a reasonable distribution of work within each trade and specialty in order to provide the Facilities Groups with the necessary experience for evaluating their candidacy on the Task Order Agreement listing. Information relating to the project being bid and without limitation, includes technical, financial, operational, legal, commercial, proprietary and any and all other information or data disclosed to or by the bidder in the bidding documents and must not be disclosed and must be kept confidential. Executive Director of Accounts Payable 2.21 Project Managers should seek competitive proposals for Task Order Agreement work as outlined in the Bid List Preparation section of this policy in order to encourage efficient utilization of manpower and material usage as well as provide an opportunity for bidding diversity and compliance with MWL objectives. All decisions should be documented within the project file. Learn more about how we work with vendors. The project is being implemented as How to set up a compliant AWS account: This webpage lists 2.43.2 All vendors will be encouraged to utilize Columbia University qualified vendors as sub-contractors for work performed for the University regardless of value and to provide opportunities to Minority Women Local firms to participate in bidding for sub-contracted work. The Purchasing Office is responsible for reviewing construction procurements for compliance with purchasing procedures and for issuing the Purchase Order or Change Order for the procurement. Overseeing supply chain management for Student Health Services. Task Order Vendors will be selected on a continuing competitive basis justified by comparison of their hourly rates, unit prices, multipliers, insurability, financial strength, history of work and claims, safety record, quality, specialty and any other relevant attributes specific to their professional category and doing business with the University. Responsibilities. E&I, VHA Novation, etc.). It is important that when comparing prices to determine fair and reasonable pricing that the evaluation of the goods and services must be evaluated using the same criteria for each supplier. Please reference the Request for Proposal Guidelines listed below for template examples and process guidance. 1.32 Facility Directors (or equivalent) will provide recommendations and feedback on the selection and retention of vendors to Purchasing at regularly scheduledmeetings. 3.11.3 Competitive Task Order proposals may be used for any work performed within the Task Order limits, $20,000 per individual trade and $50,000 for general contractors. WebColumbia-Owned and Provided Furniture Housing prohibits the removal or alteration of all University-owned and provided furniture, fixtures, appliances, and locks. This process requires that the proposal be publicized, clearly outline the proposal requirements and include an invitation specifying the time and place of the unsealing of the bids. (include previous Purchase Order number used). In addition, such contracts shall describe conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated because of circumstances beyond the control of the contractor. Residents must keep all furnishings in their room, including bed frames and mattresses. Work awarded utilizing unit pricing will indicate the scope of work. It is important that when comparing prices to determine fair and reasonable pricing that the evaluation of the goods and services must be evaluated using the same criteria for each bidder. 5.20 At the Bid Opening (also reference PA001-02 Facilities Policy): 5.30 In situations where an architectural, engineering or other consultant firm was engaged to administer the bid process, sections 5.10 and 5.20 a-c still apply, and in addition, the bid summary must be co-signed by a senior member of the consulting firm. Confidentiality of Bids/Quotations/Proposals. Identification of qualified suppliers is a key component of the RFP process to ensure that there is competitiveness as well as a determination of the supplier's capacity to perform in accordance with their proposal submission. The completed and signed form must be submitted to Purchasing in addition to any other required documents supporting the sole source decision. The specific requirements are dependent on the type of contract being sourced and are detailed below. For more info, see the Follow Up on or Track a Payment page. These provisions, which also must be applied to subcontracts, are listed below. 4.60 Transmittal of Supplemental Information. Competitive Task Order proposals can be solicited to one or more qualified non-Task Order Vendors providing there is at least one Task Order vendor participating in providing a proposal. WebPurchasing (new purchases only) These instructions are only for new purchases. We provide support through ourPurchasing Teams. Once a proposal has been selected, it is mandatory to complete a Bid Summary Sheet to attach to the requisition as supporting documentation. Bids or price quotations that are deemed unresponsive (e.g. 1.14 Vendor Qualification will establish the vendor with CUs procurement and accounts payable systems for contracts, payment and tracking. Procurement Services 1.23 Task Order Agreement Vendors will be pre-qualified and will execute contracts with Columbia University for a stated term and stated rate structure. then the lowest priced responsive and responsible supplier must be awarded the contract. While engaged in the bidding process at Columbia University, it is imperative that all information given to those bidding, as well as the information received from those bidders is safeguarded so that it remains confidential. We are open from 8 a.m. to 8 p.m., Monday through Friday only. Web2. 47) Roof Restoration. WebICAP at Columbia University, a global health leader situated within the Columbia University Mailman School of Public Health in New York City, seeks the services of a 1.33 Facilities Groups will provide the vendor qualification requirements related to work and professional services to be performed as well as suggest vendors for qualification. A "performance bond" is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract. For non-catalog orders, please contact your LDP representative to receive a quote number. if the above are currently qualified to work for Columbia University under any other vendor name by a Task Order, master agreement, lease or other contractual agreement. The competitive proposal process brings structure to the procurement decision and requires that the proposal be publicized, clearly outline the proposal requirements and articulate the evaluation criteria including the weighted values for each criterion identified as being used in the selection process. It should clearly define the steps of the process leading to the final bid calculation amounts and the recommendation. PREPARATION OF LIST OF PROSPECTIVE BIDDERS. The completed form must be signed and submitted to Purchasing along with any other required documentation without the completion of the Sole/Single Source Justification, the Purchasing Department will not process the requisition. WebAs of April 2017, Columbia University has signed a Business Associate Agreement (BAA) with Amazon Web Service (AWS), permitting Columbia users that are appropriately enrolled to host Personal Health Information (PHI) in AWS, while maintaining HIPAA compliance. Approval Appendix A to OMB Circular A-110 contains mandatory procurement provisionsalso known as flow down clausesfor contracts, including small purchases that do not meet the simplified acquisition threshold, awarded by recipients of Federal grants and cooperative agreements. There should not be any variability in the product or service offering from suppliers in an RFQ. This policy ensures that confidential information is safeguarded and prevents any potential conflict. Design Build Services, Van Ness Modernization Buildings 39, 44, and 71. After proposals are received, evaluated and negotiated the contract(s) can be awarded to the supplier(s) presenting the best combination of price, delivery, compliance to specifications, capacity to perform, and quality of service. WebSavings for Employees of Columbia University. Purchasing. Vendor Management is the unit within Procurement responsible for maintaining the vendor file used for Purchasing and Accounts Payable transactions. The above bulleted section applies solely when a direct expenditure of Federal funds is involved. 3.11.2 A competitive Task Order Proposal may be used to provide opportunities to Qualified vendors without a sealed competitive bid process. 3.70 In emergency or expedited situations, prudent management judgment shall prevail. The Purchasing Office is 2.25.1. 7.10 A letter or email shall be sent to all unsuccessful bidders by the Project Manager informing them of the bid outcome. Purchasing will review the requisition submission for complete and proper documentation and if the submission is complete Purchasing will approve the requisition for issuance of a PO. When goods or services have standard or easily compared specifications and pricing is the main component, the competitive sourcing process best employed is a Request for Quote (RFQ) process. Accounts Payable (AP), within Procurement Services,is responsible for the processing of: The P-Card Office provides administrative support for the Universitys Procurement Card program. 8.10 Please reference Facilities Policy PA001-03, Awarding Work Construction and Maintenance Related Spending. 2.18 Qualified vendors are to be given the opportunity to bid on Task Order Agreement work. As competitive sourcing provides a basis for determining price reasonableness, when competitive sourcing does not occur, it is necessary for a sole/single source process to also include documentation for price reasonableness. When non-construction-related goods and services are sought to be procured and the cost exceeds $250,000, the competitive sourcing process to be employed is the Competitive Proposal process. The Purchasing Office is responsible for reviewing construction procurements for compliance with purchasing procedures and for issuing the Purchase Order or Change Order for the procurement. Procurement Servicesis responsible for the sourcing, purchase, and payment of goods and services for the University. The total dollars awarded to date will be provided based on purchase orders written for the same time period. 4.61 In some situations it may be necessary to provide additional information to all prospective bidders during the bid interval prior to the opening of bids. A Facilities Director must approve the vendor selection. ARC replaces all the Procurement legacy systems as well as the P-Card WORKS system for transaction sign-off and approval. WebThe Columbia Facilities and Operations-led CU Grow Vendor Development Program, designed to help minority-, women- and locally owned (MWL) vendors grow their businesses, graduated its sixth cohort during a ceremony at Faculty House on December 12 the first in person graduation since the beginning of the pandemic. We also assist in the processing of Purchase Orders as well as the monitoring of compliance relative to the requirements of various Federal agencies. 1.43 The termination recommendation will be submitted to or by Purchasing and presented to the Vendor Qualification Committee for review and action by the most expeditious process appropriate. Explanation of the emergency and the reasons it could not be bid. 4.74 Disclosure of bid information during the bidding process (original bid, rebid or leveling) will be reason for dismissal of any Columbia University employee, consultant or contractor. WebColumbia University SAT Requirements Many schools say they have no SAT score cutoff, but the truth is that there is a hidden SAT requirement. We are also responsible for negotiating and signing most For the RFQ process, a contract award must be based on the provision by the suppliers of the specified products or services. If necessary, we will conduct an electrical evaluation to determine the appropriate size heater. Capital Solicitations. A University buyer making a purchase with funds from a Federal grant or cooperative agreement must comply with the sponsoring agencys regulations that implement OMB Circular A-110. The Director may elect to seek group approval of bid lists for work under the $100,000 limit at his or her supervisors discretion. 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